Starting as a PhD

A PhD contract is a performance agreement: you are expected to complete a thesis within 3–4 years to graduate. While working hours are flexible, a regular 40-hour workweek is recommended. Time tends to go quickly, and consistent hours can help reduce stress later on.

Taking holidays and occasional days off is important for your well-being. Plan these with your advisors and register them officially.

The goal of a PhD is to demonstrate your ability to conduct independent research. You are responsible for your progress, but your advisors are there to support you—so stay in close contact throughout the project.

Your Thesis

In our research group, your thesis should include at least three, ideally four chapters, along with an introduction that places your work in the context of your field, and a discussion outlining its broader impact. All sections must be written by you.

You should be (co-)first or last author on each chapter, and the sole author of the introduction and discussion. While not all chapters must be accepted by a journal, they should be ready for submission.

After submitting your thesis, you will defend your work through an oral defense, consisting of a 30-minute presentation followed by a 30–60-minute discussion.

Presentations

You are expected to present your work regularly at group meetings, department seminars (Microverse), and at least one international conference (poster and/or talk).

Your contributions

You’re also expected to contribute constructively to group meetings and discussions, assist with teaching, collaborate on others’ projects (including shared authorships), and occasionally help with group organization.

 

The Faculty of Biological Sciences provides important information for your PhD on their website, including study documents, forms, regulations, and an FAQ section. Note: You can only contact them via the Service DeskExternal link. Also, please read the PhD and implementing regulations carefully, as they become increasingly relevant as you progress.
Your faculty contact is Ulrike Kaiser.

Our group is part of the Faculty of Biological Sciences and affiliated with the Institute of Biodiversity, Ecology and Evolution at Friedrich Schiller University Jena.

You’ve already completed several application and interview steps and have signed your employment contract with HR. However, to officially enroll as a PhD candidate, you still need to complete a university-level application process to ensure your PhD is formally recognized by the university.

Step 1: Register on Doc-In

• Go to Doc-InExternal link and register as a doctoral candidate.
• Fill in your full educational background and list both supervisors.
• After submitting the form:
  • Print it.
  • Sign it, and have both supervisors sign by hand.
  • Keep a copy for your records.

Step 2: Certify Your University Documents

• Bring the originals and copies of your:
  • Bachelor’s and Master’s diplomas
  • Transcripts for both degrees
• If your documents are not in German or English, provide official translations.

Step 3: Document Verification

• Submit both originals and copies to Dorothee in our office for verification and certification.

Step 4: Supervision Agreement

• Fill in the faculty’s Supervision Agreement formpdf, 386 kb.
• Have it signed by:
  • Bas (your main supervisor)
  • Your second supervisor
• Note: Handwritten signatures only, no digital signatures.

Step 5: CV and ID

• Print your current CV, sign it by hand.
• Include a copy of your ID card or passport.

Step 6: Submit Your Documents

• Submit the full set of documents to:

  Ulrike Kaiser
  Dean’s Office, Faculty of Biological Sciences
  Room 137, Bachstraße 18k

Registration with JSMC

We encourage you to register with the Jena School of Microbial Communication (JSMC)External link — an Excellence Graduate School with a strong interdisciplinary network across the natural and life sciences.
Being part of the JSMC is a valuable addition to your PhD experience.

The JSMC has received funding through the German Excellence Initiative, the DFG, and since 2019, the Carl Zeiss Foundation. It provides graduate and post-graduate training for the Excellence Cluster "Balance of the Microverse", of which our group is a part.

We believe that JSMC is the ideal partner to support both your research and career development in the VEO group.

• Timeline:
  You're expected to apply within the first six months of your PhD. Take the time to read what JSMC offers and expects from applicants.
• Application tip:
  You’ll need to write a motivation letter. We’re happy to give feedback on your draft.
  Note: JSMC emphasizes that one- or two-line letters are not sufficient for admission.

For questions, feel free to ask us or Hendrik Huthoff directly.

What You Need to Do for the JSMC Application:

1. Fill out the application form (DOC, 103 KB – German), sign it, and have both supervisors sign it as well.
2. Attach your CV or fill out the official CV form (DOC, 123 KB – German) — a photo is required.
3. Write a motivation letter (we’re happy to give feedback on a draft).
4. Request two letters of support, one from each supervisor.

For full details and documents, refer to the JSMC Application Guide (PDF, 541 KB – German).

Moreover, you can enrol as a student to get some additional benefits, like the Deutschland ticket, discounts in canteens and cafeterias, etc.

Please read the brochure of the Graduate Academy herepdf, 2 mb and check the FSU Academic Career section.

"Core values such as originality, honesty, openness, accountability, and autonomy are integral to our scientific ethos."

Good scientific practice (GSP) is essential to ensuring credible and impactful research. At JSMC and the University, PhD students are required to attend one GSP refresher annually. We also strongly recommend attending a full GSP workshop at least once during your PhD.

Please register via the FSU Portal hereExternal link.

Please read the Doctoral examination regulationspdf, 400 kb · de of the Faculty of Biological Sciences carefully!